One part of the solution is a formal policy for file-sharing, which should be defined based on employee discussions and the firm’s goals for both information security and collaboration with partners outside the firm. The policy should not only be clearly communicated to employees, but should also be shared with partners with whom they will be collaborating, as this helps support and encourage the new, approved practices.
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Another piece of the solution is a software tool, such as an enterprise information management (EIM) program with native mobile apps for the most popular devices. These solutions provide the control and security the firm needs, as well as the simplicity, flexibility, and mobility employees demand. Best-in-class EIM solutions offer a full range of security options, including capabilities for data defense, protections against loss, granular access options, tracking, and logging.
Further, leading solutions deliver other functionality from which construction firms might benefit, such as content classification, storage, and retrieval options based on metadata that significantly reduce the time spent searching for documents. Robust version controls ensure the recent copy of each information asset is always what is visible and available; other potentially valuable features include easy automation of project workflows and the ability to integrate with other enterprise systems.
Whether or not construction firms have encountered issues related to information security, given an ever more mobile and collaborative workforce, it makes sense to evaluate current file-sharing practices and determine how the business might be better served with enterprise information management. For many design/construction firms, EIM has become a compelling solution to not only improve the management and flow of corporate information, but also mitigate risks of employee file-sharing practices.
Mika Javanainen is senior director of product management at M-Files Corporation, and is in charge of managing and developing the company’s product portfolio, road maps, and pricing globally. Prior to his executive roles, he worked as a systems specialist, integrating document management systems with enterprise resource planning (ERP) and customer relationship management (CRM) applications. A published author, Javanainen has an executive MBA in international business and marketing. He can be reached via e-mail at mika.javanainen@m-files.com or followed on Twitter at @mikajava.
